Job Description

Job Function

The Administrative Assistant cum Receptionist will be responsible to serve as a key support function in an organization by combining front office management with administrative tasks. This dual-purpose role ensures seamless day-to-day operations and creates a professional first impression for our clients, visitors, and employees.

Key Performance Areas:

Act as the face of the organization, ensuring a welcoming and professional experience for all clients, visitors, and staff.
Manage a high volume of calls and correspondence, including emails, inquiries, and requests, ensuring timely and accurate responses.
Maintain a clean, organized, and functional reception area always.
Coordinate visitor schedules, issue badges/passes, and oversee access control in compliance with organizational security protocols.
Address minor grievances or complaints from clients or staff and escalate issues when necessary.
Maintain and update organizational databases, ensuring data integrity and confidentiality.
Assist with coordinating cross-departmental projects, tracking deadlines, and maintaining project documentation.
Handle complex scheduling tasks, including coordinating meetings across time zones, arranging conferences, and booking travel itineraries.
Monitor and ensure compliance with organizational policies, including health and safety standards, visitor protocols, and administrative guidelines.
Oversee the smooth functioning of office supplies, equipment maintenance, and inventory management.
Plan and execute internal and external events, including conferences, workshops, and team-building activities.
Communicate with vendors and service providers for office maintenance, repairs, and procurement.
Monitor administrative expenses, process purchase orders, and ensure adherence to budgetary constraints.
Proactively identify opportunities to improve office operations, workflow efficiency, and resource management.
Oversee attendance systems, leave records, and related employee documentation.
Handle sensitive employee and organizational information with the highest level of discretion.
Qualifications Required:

An Ordinary Diploma in Public Administration, Business Administration, Office Management, Secretarial Studies, Customer Care or a related field is preferred.
Fluency in both English and Swahili is required.
Experience and Skills Required:

Minimum 3 years of experience in a combined receptionist and administrative role, preferably in a corporate or fast-paced environment.
Proficiency in MS Office (Word, Excel, PowerPoint) and customer relationship management (CRM) tools.
Strong interpersonal skills with a customer-oriented approach.
Outstanding organizational and time management abilities.
Problem-solving skills and attention to detail.

About DP World

Trade is the lifeblood of the global economy, creating opportunities and improving the quality of life for people around the world. DP World exists to make the world’s trade flow better, changing what’s possible for the customers and communities we serve globally.

With a dedicated, diverse and professional team of more than 111,000 employees from 159 nationalities, spanning 77 countries on six continents, DP World is pushing trade further and faster towards a seamless supply chain that’s fit for the future.

We’re rapidly transforming and integrating our businesses — Ports and Terminals, Marine Services, Logistics and Technology – and uniting our global infrastructure with local expertise to create stronger, more efficient end-to-end supply chain solutions that can change the way the world trades.

What’s more, we’re reshaping the future by investing in innovation. From intelligent delivery systems to automated warehouse stacking, we’re at the cutting edge of disruptive technology, pushing the sector towards better ways to trade, minimising disruptions from the factory floor to the customer’s door.

DP World is on a mission to transcend boundaries and bridge the gap between all nations and cultures – not just in what we do but also in how we behave.

We are dedicated to creating a culture where everyone feels respected, supported, and empowered to reach their full potential. We believe that embracing inclusion and diversity, drives innovation and growth and helps us connect people, businesses, and societies. Free minds and different perspectives are changing our world, and together we can change what’s possible.

WE MAKE TRADE FLOW TO CHANGE WHAT’S POSSIBLE FOR EVERYONE.

EEO Statement

DP World is committed to the principles of Equal Employment Opportunity (EEO). We strongly believe that employing a diverse workforce is central to our success and we make recruiting decisions based on your experience and skills. We welcome applications from all members of society irrespective of age, gender, disability, race, religion, or belief.Employment opportunities

By submitting your resume and application information, you authorize DP World to transmit and store your information in the world-wide recruitment database, and to circulate that information as necessary for the purpose of evaluating your qualifications for this or other job vacancies.